Country: Iraq
Closing date: 23 Feb 2018
Requisition ID: req1020
Job Title: Grants Coordinator
Sector: Grants
Employment Category: Fixed Term
Employment Type: Full-Time
Location: Iraq - Derek, Syria
Job Description
BACKGROUND:
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.
The IRC is undertaking a robust humanitarian response to the Syria crisis. With an annual budget in excess of $100 million and a rapidly expanding portfolio, supported by more than 1100 staff, IRC is implementing programs in Syria and neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, WASH, child protection, education, women's protection and empowerment, NFI and food distribution, cash assistance, and livelihood programming.
Working in coordination with the humanitarian community in Iraq, IRC currently addresses the needs of war-affected Syrians and Iraqis in North East Syria. IRC's activities in North East Syria focus on providing vital medications and medical equipment, food and non-food items as well as economic recovery and protection programs, forming part of a regional humanitarian response.
SCOPE OF WORK:
Based in Derek, Syria, with regular opportunities for regional travel, the Grants Coordinator (Grants Co) oversees the Grants Team's production of timely, high-quality project proposals, amendment requests, and reports for submission to donor; provides program and support teams with advice on compliance with donor and IRC regulations; manages the cross-border team's partnership strategy and implementation; and is responsible for management of contract documents in soft and hard copy.
RESPONSIBILITIES:
Business development
- Work with Senior Program Coordinator and Deputy Director of Cross Border (DDXB) to design business development strategies that are aligned with the Strategy Action Plan (SAP) outcomes, and based on analysis of local needs and gaps.
- Perform monitoring, research and analysis into donor strategies and their linkages with the SAP, and share with Senior Program Coordinator; develop donor mapping tools to support opportunity identification.
- Identify key proposal and donor-related information linked to new funding opportunities and communicate to relevant staff, to support the Senior Program Coordinator in organizing and leading program design workshops for all new business development opportunities.
- Lead on the writing of new proposals, and maintain an efficient system for proposal development. Maintain clear responsibilities outlined for management, programs, finance and operations departments - that yields timely, high quality submissions.
- Engage with senior management to address any issues during the proposal development process.
- Oversee Grants team in ensuring proposals are tracked with standard IRC tracking tools (e.g. FM01, OTIS).
- Be the primary interlocutor for the HQ-based (NYC and London) Iraq-XB focal points as regards proposal processing.
- Coordinate proposal and project/program revisions (issuing and management of timelines and development processes, writing and editing as needed, providing review, liaison with reviewers, etc)
Compliance
- Maintain a broad and deep understanding of donor policies, regulations, and procedures and build this knowledge among grants team members.
- Proactively identify grant compliance risks throughout the portfolio and advise programs, operations, finance and senior management on necessary actions.
- In concert with the finance team, assist program technical leads and operations staff with understanding the reporting and other compliance requirements on their grants.
- Liaise with NY and London about specific grant compliance issues and clearly communicate these issues through to relevant colleagues in the field.
- Work with the the Senior Programs Coordinator to organize Grant Opening Meetings, and Grant Closeout Meetings, and monitor post-meeting implementation of action points.
- Oversee Grants Manager in preparing, performing, and following up on actions arising from regular Grant Review Meetings.
Parnterships Management
- Identify relevant partners and partnerships models to support fundraising strategy led by the Senior Programs Coordinator, taking in to account developing conditions within the local context.
- Review and finalise partnership management tools and manuals with Syria-XB-specific recommendations made to the Senior Program Coordinator, and where relevant hold partnership workshops with key internal stakeholders.
- Oversee Partners' Pre-Award Assessment and advise the DDXB and Senior Programs Coordinator on partners' risks, and recommend capacity building actions accordingly.
- Lead in drafting sub-grant agreements and modifications, acting as focal point with HQ for review and approval, and facilitate signature by IRC and partners.
- Coordinate with Finance and Program departments for internal review and clearance of all financial documentation and reporting associated with sub-grants.
- Act as grants compliance focal point by identifying partners' sub-grant compliance risks and incidents (such as activity implementation or reporting delays, or missing program documentation) and escalating to the DDXB, making recommendations for further action.
- Build capacity of Grants and Partnerships Officer to to oversee the day-to-day management of subgrantee contracts
Donor Communication and Reporting
- Oversee Grants team to ensure that reports are timely, constructive, clear, organized, and responsive to donor needs.
- With the Senior Programs Coordinator and DDXB, maintain positive and constructive relationships with donors, in-country and abroad.
- Provide liaison or representation to donors as the need arises and/or in the absence of regular donor focal points.
- In concert with senior management team, ensure that effective channels of internal and external communications relating to grants are established and respected.
- Build and maintain integrated systems for project activity progress and indicator tracking, and top-line expenditure forecasting and tracking; to be rolled out and monitored by the Senior Programs Coordinator.
Institutional Memory
- Track donor correspondence.
- Ensure that senior management and technical leads understand donor communication protocols and provide copies of correspondence for files.
- Track the submission of proposals and maintain file copies.
- Track the submission of reports and maintain file copies.
- Keep a database of key donor contacts. Oversee the grants team to maintain a comprehensive information management and filing system that ensures all donor contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard libraries available as needed.
Human Resources Management
- Supervise the Grants Team. Discuss job expectations, set objectives and provide appropriate and timely feedback regarding performance including formal annual and mid-year performance reviews and planning.
- Maintain open professional relations with team members, promote a strong team spirit and provide oversight and guidance to enable staff to successfully perform their duties.
- With team members, identify individual training needs and ensure access to training and professional development resources appropriate to their skill gaps/needs.
- As part of succession plan and nationalization goals, identify, train and develop capability and capacity of a national staff to successfully transition grants manager role and responsibilities, by end of assignment
- Promote and monitor staff care and well-being; approve and manage all leave requests and work with Senior Programs Coordinator to assure adequate coverage of grants team responsibilities during scheduled absences (leave, R&R, etc).
- Lead with commitment, integrity and accountability on the "IRC Way" - Global Standards for Professional Conduct
REPORTING RELATIONSHIPS:
The Grants Coordinator reports to the Senior Programs Coordinator.
The Grants Coordinator supervises the Grants Team: One Grants Manager (expat), and one Grants Officer (national).
PROFESSIONAL STANDARDS:
The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
REQUIREMENTS
- Masters degree or equivalent in international affairs or related subject is strongly preferred; Bachelors Degree required
- At least 3 - 5 years of experience working in project and/or grants management and proposal/business development/design, at least one of which must be in a post-conflict setting;
- Prior knowledge of donor regulations (UN, USG, EC, DFID, Sida, etc);
- Good communicator with strong organizational, time management and analytical skills;
- Excellent inter-personal, cultural and diplomatic skills;
- Superior writing and editing skills with close attention to detail;
- Flexibility to adapt to changing requirements;
- Strong capacity to lead, manage, mentor, coach and measurably build capacity of staff;
- Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments;
- Strong computer skills: must be competent in the use of Windows MS office programs (Word, Excel), email programs, etc.
- IRC experience a plus;
- Fluency in English, spoken and written, is essential.
SECURITY SITUATION/ HOUSING :
The security level is orange in Derek though the situation is generally very calm. Staff must comply with all IRC security policies and procedures applicable to international staff.
Shared housing in a guest house with modern amenities will be provided. The position is unaccompanied.
How to apply:
Please follow this link to apply: http://www.aplitrak.com/?adid=YXN0cmlkLm1hdGhldy4xNTAyMC4zODMwQGlyY2NkLmFwbGl0cmFrLmNvbQ